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Get What Matters Done by Scheduling Time Blocks

Get What Matters Done by Scheduling Time Blocks

The demands on our time are greater now than ever before. With information coming at us faster than we can digest it, responsibilities handed to us faster than we can handle them and communication moving at breakneck speed, finding ways to fit as much as possible into your day is a daunting task to say the least. But there is a way to get more done of what you want and need with less distraction, and it’s a strategy that you likely employ for some things already.

You have to schedule stuff. Not just the appointment-specific stuff, but all of the stuff that matters. You can do that by scheduling time blocks.

The one great equalizer that all of humanity has is time. No one has twenty-five hours in their day; we all have twenty-four. How we choose to use those hours is what separates us. By scheduling the stuff that matters (from the urgent to the crucial), you’ll be spending those hours far more wisely. In addition, you’ll be living your days proactively rather than reactively.

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As a writer, I have always made time for writing – specific time, in fact. I have blocked out entire days to do most of what I write and on other days I’ve set aside an hour or tow of uninterrupted time to do the same. But I have found that setting aside blocks of time for writing isn’t enough. I need to set aside time for specific types of writing. There’s blocks of time for my work here at Lifehack, there’s blocks of time for my fiction writing, there’s blocks of time for my personal writing and there’s blocks of time for when I am working on my book project. That’s what I have to do to ensure that I get all of my writing done during the week, and it keeps me focused on the area I’m supposed to be writing on rather than the very broad category of simply “writing” that I’ve used in the past. Narrowing the category down to the specifics has boosted my productivity by keeping me on track and allowing me to fulfill all of my writing needs.

Scheduling: It Isn’t Just For Work Anymore

Oh, and scheduling blocks of time doesn’t just have to involve work-related stuff. I was having coffee with a friend this week and he told me that he blocks out every week a set amount of time to have coffee with me. That’s brilliant. It creates a standing appointment for him that he knows is coming, and it’s something he enjoys doing and doesn’t want to let it slide. During our coffee visits we’re able to disconnect from our devices, have stimulating conversations that stay with us well past our time together and enjoy a quality cup of coffee as well. There weekly get-togethers are something I look forward to every week. Their value lies in the company I’m keeping and the time it gives me to recharge my batteries and replenish my creative juices. So I’m scheduling them as well. They are as crucial to me as my writing, so they can’t afford to be missed.

I have also started to block out time for reading, which is crucial to me as a writer who wants to get better at his craft. There’s an excellent post by Randy Murray on why scheduling reading time can be really beneficial.

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Other areas I’ve started to block out times of my day for include:

Homework time with my daughter/Bedtime preparation with my son. My wife and I trade off on this, where she’ll help her out and I’ll get my son off to bed. Either way, that time is sacred and can’t be moved around. Children need to know that their parents are there to help nurture their minds and spirit and they need to learn routines. This time with them offers both.

Date night with my wife. Even if it’s at home watching a movie or reading together quietly, it’s something that promotes a healthy relationship. While it can be moved around, it is something that we’re trying to lock down. It’s a work in progress – much like a marriage.

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Sporting events on television. I do my best to watch every Cincinnati Bengals football game that I can — as painful as that can be. It’s a Sunday ritual that I truly enjoy, so much so that my family knows that when I put on my jersey that it’s time for the game. It’s easier to stick to these days because I’m able to watch most games in the morning on the west coast, and it’s also easier to stick to since I’m a Bengals fan and they rarely play more than 16 times per year.

How to Lock Down Time Blocks

1. Blocked times should scream out at you when you look at your day planner, online calendar or task management solution. Create an online calendar with a title that does this, use a vibrant colour (perhaps your favourite one) and put all of the stuff that you’re blocking out time for in that calendar. If you use paper, use a different colour pen or write in capital letters to make it stand out among your other items. In a task manager, label or flag it somehow with tags or a similar method that highlights it for you. In order for things to not be missed (especially when you first start doing them), you need to make sure that your eyes don’t miss them.

2. Share these times with those who need to know. My wife subscribes to my Google Calendar so that she can see when I’m absolutely indisposed. She knows when I’m busy in an area that’s been blocked out and doesn’t even try to reach me during those times – or try to shift me away from them in any form. Same with other colleagues that I am working with. Whatever pertains to them, I make sure I let them know. If you don’t use an online calendar, simply draft up a standard email that tells people when you’re either available or when you’re not available. I like to use the former because it’s always better to show them when you can be reached rather than when you can’t.

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3. Stick to the blocked times for 30 instances. In order to make this a habit, you need time to let it stick. Repeat the blocked time for 30 instances if you use a digital calendaring solution and make sure you jot them down the same amount of times if you’re using a good old-fashioned paper system. Not only will the blocked times become part of the flow of your week, but you’ll actually discover how crucial these items your blocking out time for are. You’ll also be able to figure out how much time you really need, whether or not that time or day works for you and much more. Consider this an experiment…and you’re the guinea pig.

I don’t use my task management solution to schedule things; that’s what calendar apps are for. I always look at my calendar when I start my day to see what blocks of time are already mapped out for me. That proactive approach keeps me on task – and on target to get all of the stuff that matters to me done each and every day.

Block out time for that stuff and you’ll block out all the distractions that can keep you from getting that stuff done. It’s time well spent – both now and in the future.

Featured photo credit: Pexels via pexels.com

More by this author

Mike Vardy

A productivity specialist who shows you how to define your day, funnel your focus, and make every moment matter.

4 Simple Steps to Brain Dump for a Smarter Brain (Beginner’s Guide) Why Is Productivity Important? 10 Reasons to Become More Productive Get What Matters Done by Scheduling Time Blocks The Ultimate Way to get to Inbox Zero How to Use a Calendar to Create Time and Space

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Last Updated on July 23, 2019

5 Steps To Move Out Of Stagnancy In Life

5 Steps To Move Out Of Stagnancy In Life

In the journey of growth, there are times when we grow and excel. We are endlessly driven and hyped up, motivated to get our goals.

Then there are times when we stagnate. We feel uninspired and unmotivated. We keep procrastinating on our plans. More often than not, we get out of a rut, only to get back into another one.

How do you know if you are stagnating? Here are some tell-tale signs:

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  • If you have been experiencing chronic procrastination on your goals
  • If you don’t ever feel like doing anything
  • If you keep turning to sleep, eating, games, mindless activities and entertainment for comfort
  • If you know you should be doing something, but yet you keep avoiding it
  • If you have not achieved anything new or significant now relative to 1 month, 2 months or 3 months ago
  • If you have a deep sense of feeling that you are living under your potential

When we face stagnation in life, it’s a sign of deeper issues. Stagnation, just like procrastination, is a symptom of a problem. It’s easy to beat ourselves over it, but this approach is not going to help. Here, I will share 5 steps to help you move out of this stagnation. They won’t magically transform your life in 1 night (such changes are never permanent because the foundations are not built), but they will help you get the momentum going and help you get back on track.

1. Realize You’re Not Alone

Everyone stagnates at some point or another. You are not alone in this and more importantly, it’s normal. In fact, it’s amazing how many of my clients actually face the same predicament, even though all of them come from different walks of life, are of different ages, and have never crossed paths. Realizing you are not alone in this will make it much easier to deal with this period. By trying to “fight it”, you’re only fighting yourself. Accept this situation, acknowledge it, and tell yourself it’s okay. That way, you can then focus on the constructive steps that will really help you.

2. Find What Inspires You

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Stagnation comes because there isn’t anything that excites you enough to take action. If you don’t have a habit of setting goals, and instead just leave yourself to daily mundanes, it’s not surprising you are experiencing stagnation. What do you want to do if there are no limitations? If you can have whatever you want, what will it be? The answers to these questions will provide the fuel that will drive you forward.

On the other hand, even if you are an experienced goal setter, there are times when the goals you set in the past lose their appeal now. It’s normal and it happens to me too. Sometimes we lose touch with our goals, since we are in a different emotional state compared to when we first set them. Sometimes our priorities change and we no longer want to work on those goals anymore. However, we don’t consciously realize this, and what happens is we procrastinate on our goals until it compounds into a serious problem. If that’s the case for you, it’s time to relook into your goals. There’s no point in pursuing goals that no longer inspire you. Trash away your old goals (or just put them aside) and ask yourself what you really want now. Then go for them.

3. Give Yourself a Break

When’s the last time you took a real break for yourself? 3 months? 6 months? 1 year? Never? Perhaps it’s time to take a time-out. Prolonged working can cause someone to become disillusioned as they lose sight of who they are and what they want.

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Go take some extended leave from work. A few days at bare minimum; a few weeks or months will be great. Some of my ex-colleagues have quit their jobs and took months out to do some self-reflection. Of course, some of us might not have that luxury, so we can stick to a few weeks of leave. Go on a trip elsewhere and get away from your work and your life. Use this chance to get a renewed perspective of life. Think about your life purpose, what you want and what you want to create for your life in the future. These are big questions that require deep thinking over them. It’s not about finding the answers at one go, but about taking the first step to finding the answers.

4. Shake up Your Routines

Being in the same environment, doing the same things over and over again and meeting the same people can make us stagnant. This is especially if the people you spend the most time with are stagnant themselves.

Change things around. Start with simple things, like taking a different route to work and eating something different for breakfast. Have your lunch with different colleagues, colleagues you never talked much with. Work in a different cubicle if your work has free and easy seating. Do something different than your usual for weekday evenings and weekends. Cultivate different habits, like exercising every day, listening to a new series of podcasts every morning to work, reading a book, etc (here’s 6 Proven Ways To Make New Habits Stick). The different contexts will give you different stimulus, which will trigger off different thoughts and actions in you.

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When I’m in a state of stagnancy, I’ll get a sense of what’s making me stagnate. Sometimes it’s the environment I’m in, sometimes it’s the people I’ve been hanging out with, sometimes it’s my lifestyle. Most of the times it’s a combination of all these. Changing them up helps to stir myself out of the stagnant mode.

5. Start with a Small Step

Stagnation also comes from being frozen in fear. Maybe you do want this certain goal, but you aren’t taking action. Are you overwhelmed by the amount of work needed? Are you afraid you will make mistakes? Is the perfectionist in you taking over and paralyzing you?

Let go of the belief that it has to be perfect. Such a belief is a bane, not a boon. It’s precisely from being open to mistakes and errors that you move forward. Break down what’s before you into very very small steps, then take those small steps, a little step at a time. I had a client who had been stagnating for a long period because he was afraid of failing. He didn’t want to make another move where he would make a mistake. However, not wanting to make a mistake has led him to do absolutely nothing for 2-3 years. On the other hand, by doing just something, you would already be making progress, whether it’s a mistake or not. Even if you make a supposed “mistake”,  you get feedback to do things differently in the next step. That’s something you would never have known if you never made a move.

More to Help You Stay Motivated

Here are some resources that will help you break out of your current phase:

Featured photo credit: Anubhav Saxena via unsplash.com

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